The Mabel League
Women's Fastpitch Softball

Team Rep Meeting Minutes

July 25, 2005 Team Rep Meeting Wrap Up

Start time 7:05

Chair:

Introductions

Approval of July minutes carried (Anne Travers and Yvonne)

Review of meeting agenda.

LIL Tourney Report:

Janice, Kelly W, and Kelly R met with the LIL committee last week for a review and suggestions for next year. Next year Kelly R will be creating a list of expectations for the LIL committee on behalf of the executive, and Lauri will do the same on behalf of the LIL Committee. Also a financial report will be given at the AGM, and it is believed that the LIL committee will come close to breaking even.

Heather Williams Memorial All-Star Game/Wesa Challenge: Jen has forwarded all the information to the League, and the games will occur at 8:45 and 10:15 on the 30^th of July

Pride Parade update: We are #97 in the parade and estimated time of departure is 12:45, however the vehicle will be arriving at 10am.The 700 block of Gilford on the east side is where people will meet, and a Viking theme is the plan. 3 points per participant will be awarded to teams. Please dress in a solid colour (and Viking”ish”). A reminder there will be very little parking in the area so please arrive early.

Finals Tournament Review:

Two 50/50 draws were held by Misfun and the result was $389.00 and $562.00.

It was suggested that for next year the Executive have a Bullhorn to make it easier for people to hear the information given out at the end of the Finals Tournament.

a) Many teams were happy with the schedule, however there was one team that didn’t play on the Sunday and that will be remedied next year.

b) Umpires were an issue this year again, and there were complaints that Ellie was again allowed to ump this year although there is a letter on file. If 2 more teams write letters then Ellie will not be asked to ump with us again. This however would possibly mean our league may end up short of umpires (Note: this could be remedied by people taking advantage of the “free” ump sponsorship).

Discussion ensued regarding the Leagues umpires and whether we could look elsewhere for umpires, whether we had “ownership” of the umpires we sponsored, if we could request specific umpires. There was a comment that anyone who had been with the league for any length of time would know that the level of skill is the best it has been in a long time. It was suggested: next year the Executive hand out rules to all the Umpires before the finals. That there be experienced volunteer base umps at the finals unless both teams agree that the umpire is respected and skilled enough to go without. Some Reps suggested that instead of volunteer base umps, the league get professional base umps.

c) There was a motion that the constitution be changed at the AGM this year in regards to how a tie is decided in the finals.

d) Catering: a request that all meat options be also vegetarian options.

e) Awards: There were gift certificates given to the top teams instead of trophies this year. The teams who won were pleasantly surprised, and there was some suggestion that next year the 1^st and 2^nd place players get medals.

f) Volunteers: Teams approved the splitting up of the volunteering responsibilities over the Saturday and the Sunday. A motion was passed by the league that any expenditure made by Teams for volunteer events be reimbursed by the League and this be factored into the budget.

g) Fields: It was suggested that the League get in contact with the Parks Board regarding raking the gravel at the fields, and if there is any rakes available.

AGM Items:

(September 19^th 2005 7pm start)

-How and when courtesy runners are used

-Changing the league to 2 divisions 10 and 10 teams

-Base umpping fines

-Tie decision

-Sliding scale for the meltdown

-LIL

-How to settle rules as opposed to this happening at the AGM

-Extending the season at the end of the season as opposed to the beginning

-Changes to the constitution in regards to the specifics of the number of games (a desire for more generic rules)

-Seeding game feedback

-Agenda items listed on line and updated (possibly in a different colour) so that teams can add their own items

(Items suggested prior to meeting)

-Team fees due earlier in order to avoid carrying a balance

-Off season fundraiser to avoid expensive hall rentals

-New brownie point system

-Handing out rules and regulations at all events for umpires and teams

The League asks that if teams have any items for the AGM that they be submitted with ample time in order to be addressed appropriately by the executive and the League.

Year End Event: “Quick and Dirty Mabel League Year in Review”

August 13^th at Lick Club 9pm

For more information contact the Registrar Christal Engleder.

A “Frame a friend” fundraiser will be held where teams may submit a photo for $1, and these photos will then be auctioned off later in the evening, (incriminating photos are encouraged)

New Business: OTLB was hoping to not miss the Final games due to a conflict with games elsewhere (Montreal and Chicago). This ties into Meg wanting to extend the season beyond July, and will be addressed at the AGM. It was suggested that a web link be created for the Gay Games from the Mabel League.

Kelly W put forward to reps that they have a conversation with their teams regarding the AGM items and contact the Co Chair if needed.

Mabel League Team Rep Meeting July 11, 2005

Co-Chair:

            In Chair’s absence, Kelly W. (Co-Chair) will be conducting tonight’s meeting.

            Motion to approve last team rep meeting’s minutes. 1^st – CJ. 2^nd – Chantal

            Motion passed.

            LIL Tournament: Due to the difficulty of everyone’s schedule, a meeting has yet to take place but will do so in short order.

UIC: Lauri Preston has resigned from the executive and Meg Anderson will be picking up the slack and if anyone has a request or concern, are to contact Meg.

DREAMERS: (Meg provides update) Meg just got word prior to team rep meeting that the Dreamers have folded and any games to be played with them are cancelled. Meg will be sending out an email to team reps.

YEAR END TOURNAMENT: Volunteers are needed for the year end process (overview of exec members and duties). Field lining – Coastal Flyers (Sat), Naughty Monkeys(Sun). Bases: Plan B, Jets, Avengers. Garbage: Wombats (Sat), Blue Devils (Sun). Washrooms: Catch 22(Sat), somethin’ naked (sun). 50/50: Ratz.

MELTDOWN: (Erin provides update) Took place on Sat. June 17^th. Thank yous went out to all teams involved, the show was a success and through sales raised $948.00.

PRIDE PARADE UPDATE: (Ms. Fun) We are registered for a float and Ms. Funis organizing and looking for volunteers. Email Caroline at : Caroline_Farley@yahoo.ca by July 31^st.

PARTICIPATION POINTS: Spreadsheet handed out and volunteering encouraged. Teams reminded that most points gets fees for next year.

CHOCOLATES: (Jaxxon, Naughty Monkeys) Money is due tonight, cheques to be in to Jaxxon, if a problem has occurred please contact Jaxxon or Janice(Treasurer) ASAP. Cheques should be made to MabelLeague and are $337.50 for the buy-out option, $675 for 9 cartons, $750 for 10 cartons. Some teams overpaid their league fees by $100 – this money will be carried over for their portion of chocolate monies. (Grinders, Herricanes, Line Drivers, Ms. Fun). Any feedback regarding chocolates can go to Jaxxon.

WESA/MABEL CHALLENGE: (Jenn White, R.D updates) At this point only 7 players have signed up. More are encouraged to get back to Jenn to ensure the games are not cancelled. Get in touch with Jenn before July 15^th. People are also encouraged to come out and watch games as it is meant to be a league bonding event. Strathcona Field 8.45am for Allstar Game, 10.15amfor WESA/MabelChallenge. Games are scheduled such that they end on time for people to go to Dyke march afterward, or stay for more games and BBQ.

(Possible AGM item) – It was suggest that the Allstar game be split from WESA Challenge game to encourage the league show up.

(Possible AGM item) – Discussion ensued about the purpose of the game and that the Memorial portion was lost along the way. It was offered by Sophia to put some information up on the website regarding the memorial aspect.

Special thank you went out to Jenn White for organizing the Allstar/WESA games.

APPARAL: (Jeanette) $430 has been raised and there are still some XL & small sizes leftover.

TREASURER’s REPORT:

A printout of the financial report was distributed to the team reps. The report was on cash in/out basis. A comparison will be presented at the AGM.

REGISTRAR’s REPORT:

Scorebooks due tonight, pls hand in to Christal – to ensure player eligibility (must play 5 league games to be eligible for finals tournie).

YEAR END EVENT: The year end committee lost a couple of members, but some creative organization did occur. Pursued idea of a BBQ/Sports Day event in August as suggested in last year’s feedback forms. However, issues with obtaining park space prevents this from happening this year. And difficulty in obtaining space for big event in a hall for similar event as previous years (committee did not want to do this as event has been poorly attended in the past and did not want to throw together something to lose money).

Suggestion was made to have a small event anyway at Lick. Year-end committee would pursue this option. Volunteers: Veronica (ms.fun) and Sheryl (Plan B)

FIELDS’s REPORT:

The lack of toilets on the China Creek fields is an issue. Was proposed to investigate putting a porta-pottie there, Sophia has done some preliminary work around cost and other teams that share fields and could share costs.

Team reps voted in favour of this as an important issue and league to look into it for next year, investigate costs for renting 2005.

            Sand was requested for Templeton field – has yet to be delivered.

NEW BUSINESS:

It was suggested that next year the standings be updated once a month and posted for the league. Discussion ensued, Meg stated difficulty as standings change with every game.

There was a question of how it stands in the constitution for winners/runs for/runs against. Discussion ensued.

Janicewill be contacting teams how have fines for missing base ump games.

An updated rain out announcement will occur as close to 3 as possible (day of).

AFTER FINALS – FINAL WRAP UP MEETING Monday 25, July.

(email to go out.)

Start time: 7:03

Chair: Introduction of members.

Approval of minutes for May meeting.

Meltdown Information:

Sue Bossley informed us of the upcoming Meltdown on June 18^th at the Cambrian Hall on East 17^th at Main. They are looking for any kind of performers and volunteers for a “Gong show” theme. Flyers were passed out to teams as well as email updates to teams. Sue can be contacted at 778-839-4172

Chocolates:

On June 21^th the chocolates will be passed out and are being organized by the Naughty Monkeys. The money will be due July 11^th at the Team rep meeting and people can contact Jaxxon for more info or for a contact point for pick up at 604-801-1925. Some teams are buying out and should have contacted Jeanette to let her know.

The Mabel All Star Games, and Wesa Challenge will take place on July 30^th at Strathacona Field.

The first game will probably take place at 8:45 am or 9 if a shorter game is played. Games will be early so participants can make it to the Dyke March. Teams are requested to put forward players to play at these events, however each team will only get one Allstar shirt.

Jwhite911@yahoo.com is Jen’s email and people are asked to get in touch by the end of June.

Communication: Any problems with umps can be forwarded in tactful language to the Communications Executive. This will then be directly forwarded to the association.

Treasurer: All fees have been collected and deposited. Some teams gave an extra $100.00 accidentally, and this money will be put towards the teams chocolate fees or returned to teams if requested.

Lisa G’s total amount of outstanding funds is just under $2000.00 and action is being taken to collect this money. Actions have also been taken to make the executive more accountable and more responsible in the future.

Fields: Communication with Vancouver Boards people has resulted in a partial refund for the unused dates at the Strathacona Park. If any teams feel that there is sand needed at any fields if they can send an email to the Fields Executive and the board will fix the problem.

In past years the WESA league has footed the bill for the Mabel/ WESA challenge, so this year we are going to pay for the Fields and Umpping costs.

Registrar: June 1^st was the deadline and thanks go out to all. Copies for the teams were handed out to Reps at the meeting. A reminder that score books are going to be collected at the end of the year and so therefore NO NICKNAMES please use initials if you have players with the same names, and make sure you go back to all games played during the regular season. If a game is forfeited all members of the opposite team count towards “played games”.

Volunteer Committee Update:

A package has been put together with all the information needed for all volunteering position, and this will be given out at the beginning of season next year.

LIL Committee: Feedback forms have been given out and it was requested that they be returned tonight. Some complaints have been made and the LIL committee has yet to meet following the Tournament. Due mostly in part to the rain during the Sunday it is expected that the LIL will have lost money. The Committee has put in over a hundred hours of work and will work towards fixing complaints and issues that arose this year, for an even better LIL next year.

Team Rep Meeting May 16, 2005 Start time 7:05

Introduction of members

Chair: approval of minutes.

Treasurer: Janice has reviewed the books for the League, and a final number of outstanding money is close but not yet arrived at. No financial report is prepared yet but will be finalized for next meeting and handed out.

Co Chair: Team fees discussion, and overview of 3 options.

1. $450.00, Fundraising, Chocolates, and deficit allowed this year. “Status Quo” option. Volunteers needed for various committees to organize.

2. Fees increased to $625.00, collecting funds from fundraising, chocolates, and year-end event. The League breaks even, and some volunteering is needed.

3. No Volunteering needed but fees are increased to $950.00.

A preliminary vote was taken to assess leagues interest in the options. 3 teams voted for option 3, 8 for option 2, 5 for option1. Discussion ensued.

An alternative option raised was the possibility of a scholarship fund, or sliding scale.

It was raised that a new Option 2 would now be $525.00, with all volunteering and the fees would be raised to $625.00 next year.

There was a general feeling that not many people are interested in volunteering to work for the league, or organize a fundraiser but people were interested in attending events put on by other people.

Option 1 final vote: 0

New Option 2 final vote: 10

Option 3 final vote: 6

Option 4 final vote: 2

1 abstention

It was decided that for this year the League would have teams pay $525.00.

Some of the Avengers volunteered to organize a Meltdown like event with help from other teams as well, at an as yet undecided time.

Co Chair: The Executive decided to lower the amount of involvement points received for Executive positions to 5, and the rest of the points were reassessed and made more competitive. Volunteer positions will be raised tonight and put out to the League.

A special recognition for the Avengers and their Xtrawest community award nomination was given.

UIC: apology to teams at the base ump sign up #2 and any problems that have occurred since then. Teams were alerted to the fact that games will not be called unless extreme weather, and generally only called at the field by the Umpire for safety. This is due to the large amount of games played nightly, and the nightmare of rescheduling all of them.

The details of what a “slingshot” pitch looks like will be emailed out to Team reps. Officially the Plate ump will call an illegal pitch. The UIC suggested this could be raised at the AGM and made into a firm rule.

LIL Update: Labatt is now our sponsor, and a “Tea Dance” will be held at the Community center. A children’s space, carnival, dunk tank, prizes, kissing booth, Saint Johns Ambulance will be on site for the Saturday and Sunday. Teams are asked to not bring beer to the LIL because of the sponsorship by Labatt, and if all goes well they may be interested in more sponsorship for other events.

A Rep suggested that there could be problems with drinking and playing under the influence. Teams mostly suggested that individual teams be responsible for their players and drinking.

It was brought to the League that the expense of base umps is financially taxing, and possibly if we could hold off having official base umps until the final games it would decrease the cost. It was raised that there could be volunteer base umps, or that many teams didn’t care if there was a base ump. A Team suggested that for teams from out of town the expectations may be higher and it should be made clear if no base umps are available. A suggestion that teams base ump the game following theirs, or that mandatory base umpping be imposed on in town teams.

-It was raised that teams in-town must provide base umps for the LIL, and out of town teams MAY volunteer a base ump if they have received appropriate training. This motion was passed.

It was also asked that teams not do individual raffles, or 50/50 at the LIL.

Volunteers for LIL can be signed up for tonight, with Lauri.

Registrar: Softball BC forms have been handed out and if more are needed please contact Christal. Also be positive that new players have sent in their registration to Softball BC.

June 1^st Rosters are due. Christal will be at Brittania field at 6:30 on June 1^st to take in Rosters.

A reminder: scorebooks must be handed in at end of season, so please write in player’s full and legal names.

Seeding games do not count for final game amount.

Statistician: It is preferred that scores are reported in an email form and MUST BE IN 48 hours.

Meeting adjourned at 8:25pm

**SPECIAL NOTE**

JUNE 2^nd at Sunrise Pizza 5:30-7:30 LIL Registration Package pickup

Opens 7:05pm

Introduction

Chair:

• March’s minutes approved by group.
• Treasurer position filled by Janice Miller, a prior executive member and CGA.

UIC:

• Ump clinic 43 people turned up. 25^th of April will be a 2^nd clinic at Brittania, an email will be sent out to Team Reps.
• April 27^th a game needing a base ump.
• May 3^rd 7pm at Café deux Soliel is Regular season Sign-up

Lil update:

• Lauri, Jane, and Kate are looking to make the Tournament more family inclusive with various attractions and fundraising opportunities. A “Beer Garden” and Tea dance will be featured at Trout Lake. A team will be asked to take charge of the dance after 8pm as a fundraiser (for the team) with a suggestion that some money be donated back to the Lil. An offered to combine the Meltdown with the Lil Tea Dance was suggested, however some concerns as to the space needed for the event were raised. A vendor’s area will be set up with some local vendors and others selling their wares/services, no fees will be charged but again a donation back to the Lil would be appreciated. All teams will also be asked to donate a 4 pack of toilet paper for the Lil, as well volunteers will be needed to line the fields and pick up garbage.
• May 30^th is the Registration with fees being $250.00
• Early bird (30^th April)-$225.00 all monies payable to “LiL Tournament”
• A web site, linked off the mabelleague.com site is being created currently and the temporary email address is thelil@vcn.bc.ca. (Both will continue to work, but the permanent address will be lil@mabelleague.com) Also cards with contact names and information will be handed out to all umps and team reps, so in the case of problems during the tournament someone will be available for help.
• There will be no limit to the number of teams in the tournament, but the deadline must be respected in order to allow the committee time to act.
• 4 divisions will be available again this year, all details will be available on the website.
• Jane handed out information packages to all Team Reps present.

Co-Chair:

A guidance package was handed out in order to clear up how to put a “Meltdown Event” together. This is in order to facilitate future teams and to clarify the needs for fundraising within the League. The current tentative date for the event is May 7^th, and there were no volunteers at the meeting but a request to take the information back to the teams was granted. Due to the date being so close it was requested that teams interested get back to the executive soon, possibly Wednesday.

Summary of the Year end event survey:

• -The event should be closer to the end of the season.
• -BBQ seemed to win out but dance and beer garden were options

Registrar:

Update on Softball BC: Forms are expected Wednesday, but will be handed to team reps at an as yet undecided time and place. An email will be sent out as soon as Christal gets the forms.

Some players are still looking for teams for more information please see Christal.

Statistician:

• Season started yesterday, and the schedule has had to be changed because the Ravens team has folded, so please check the website again for the current schedule. Teams were asked if they would prefer to play all games on grass fields and have games on the weekends, in this case keeping Brittania field open for rain out games and practices. The other option was play on Brittania during weekdays and having less games on the weekends, but people will still play multiple games during a week and occasionally on weekend anyways.
• A vote was taken and there were 7 for playing on Brittania, 6 were against playing on Brittania, and there were 6 Abstentions. Any Teams that did not vote have until Wednesday to get in contact with the Statistician via email with their teams consensus.
• To Phone in scores please call: 604-875-6780
• Only call this number during the hours of 7:30am to 10pm, as it is a home number and no one will ever answer the phone. All scores should be called in 48hrs after the end of the game BY THE WINNING TEAM.
• A special note was made that Team Reps need to be able to make decisions for their teams in order to facilitate the executive in decision-making. Due to the large amount of requests put out to the reps today there will be a reminder list sent out to Team Reps, however this will not regularly occur. It was requested that the Executive alert Team reps in advance (when it is an option) of situations where a vote will be needed.

Fields: We got all the fields we wanted, however as yet Sophia does not have the final hand outs to give to the Team reps. She will hand them out when they are available.

Communications: There is nothing to report.

Treasurer: Jeanette handed out a 2004 financial report and a budget for the upcoming 2005 season. (see documents below) Teams were offered options in regards to Team fees with varying amounts depending on whether a chocolate almond fundraiser takes place or not and whether a fundraising dance takes place. (see document below)

Increases in base fees are a result of increased Umpiring fees (additional $5 per game). The Executive is offering as one option to the League the same feel level as last year, despite the increased costs this year in order to work towards the concerns about excess funds and the redistribution of said funds. This means that FOR THIS YEAR the League would run at a deficit and it is possible that Teams may be required to pay their dues earlier in the season than previously next year. The Executive is asking that Reps get a feeling from their teams as to whether the League will go more towards a “Player Plays” responsibility level, where teams pay more money and have less responsibility.

-Lauri will be looking into the date of the Meltdown, and all the issues rose in regards to the combining it with the Lil.

Team Reps were asked to give their teams the information in regards to the various levels of fees and volunteering requirements in order to allow the Executive to make a decision in regards to the amount of this years fees.

Team Rep contact sheets were handed out and the new Team Rep for the Wombats verbally gave us all her contact information. As well as Rough Diamonds, and Grinders gave corrected information.

Lauri Preston(UIC) gave out a new contact number to the rep's present.

Meeting adjourned 8:20pm

The following are some documents that were presented in one of the items. The first is a financial statement from last year (which should be reviewed as a work in progress, as the financial situation from last year is further assessed and the bookkeeping is sorted out). The second is four scenarios that the league members should consider and which will be voted on at the next rep meeting regarding team fees.

Financial Statements Presented:

Description	Debit	Credit	Subtotal	Balance
Starting Balance as at March 1 2004				$4,283.23
2003 Year End Event Proceeds		$928.21	$928.21	$5,211.44
League fees				$5,211.44
League fees registration		$1,900.00		$7,111.44
League fees balance		$6,650.00		$13,761.44
Total			$8,550.00	$13,761.44
LIL				$13,761.44
Fees received		$5,000.00		$18,761.44
Paid to LIL Tournament Account	-$4,642.64			$14,118.80
Fields (699.99)	-$637.89			$13,480.91
LIL Insurance (Allsport)	-$350.00			$13,130.91
Fields repaid by LIL Account		$637.89		$13,768.80
Total			$7.36	$13,768.80
Meltdown				$13,768.80
Proceeds		$1,645.50		$15,314.30
Dj (paid cash no receipt)	-$100.00			$14,799.22
Hall rental	-$515.08			$14,499.22
Float (no receipt)	-$300.00			$14,433.72
Misc supplies (no receipt)	-$65.50			$14,368.22
Sound tech	-$85.00			$14,283.22
Wise hall refund		$367.90		$14,651.12
Total			$947.82	$14,651.12
Chocolates				$14,651.12
Cost	-$6,179.25			$8,471.87
Proceeds		$12,600.00		$21,071.87
Total			$6,420.75	$21,071.87
Year end event				$21,071.87
Dj	-$400.00			$20,671.87
Hall rental	-$518.06			$20,153.81
Dance Float & Supplies	-$300.00			$19,853.81
Dance float reimbursement